Essential Tools Every Notary Needs to Succeed
Having the right tools isn't just about convenience—it's about professionalism, efficiency, and compliance with state laws. Whether you're a traditional notary or a mobile signing agent, this guide covers every essential item you need to perform notarizations confidently and legally.
The Must-Have Essentials
These are the tools every notary needs, regardless of specialization. Without these basics, you cannot legally perform notarizations.
1. Official Notary Seal/Stamp
Your notary seal is your most important tool—it's your official mark that authenticates every notarization. Every state has specific requirements for what information must appear on your seal.
Your seal typically must include:
- • Your name (exactly as it appears on your commission)
- • The words "Notary Public"
- • Your state name
- • Commission expiration date
- • Commission number (in some states)
A notary journal is your official record of every notarization you perform. Even if your state doesn't require one, maintaining a journal is your best protection if a document is ever challenged.
Each entry should record:
- • Date and time of notarization
- • Type of notarial act performed
- • Document type and date
- • Signer's name and signature
- • ID type, number, and expiration
- • Fee charged
3. ID Checking Guide
An ID checking guide helps you verify that identification documents are authentic. These guides show security features for driver's licenses from all 50 states, passports, and military IDs.
Helps you verify:
- • Holographic security features
- • UV light reactions
- • Microprinting and other security elements
- • ID format variations by state/country
Professional Supplies
These items round out your professional toolkit and help you perform notarizations smoothly and efficiently.
Quality Pens
Black ink pens that won't smear or bleed. Have multiple backups—pens have a way of disappearing.
$5 - $15
Loose Certificates
Pre-printed acknowledgment, jurat, and copy certification certificates for documents that need them attached.
$10 - $25
Embosser Seal
Some states allow or require an embossed seal in addition to your ink stamp. Creates a raised impression.
$25 - $50
Professional Bag
A professional-looking bag or case to carry your supplies. First impressions matter with clients.
$30 - $75
Tools for Mobile Notaries & Signing Agents
If you travel to clients or specialize in loan signings, you'll need additional equipment beyond the basics.
Portable Printer
For printing documents on-site when needed. Essential for signing agents who receive last-minute document changes.
$150 - $350
Laptop or Tablet
For accessing and printing documents, communicating with clients, and managing your schedule on the go.
$300 - $1,000+
Mobile Hotspot
Ensures you have internet access anywhere for printing documents and communicating with title companies.
$50 - $150 + monthly service
FedEx/UPS Shipping Supplies
Pre-paid shipping labels and envelopes for returning signed documents. Know your nearest drop-off locations.
Usually provided by signing services
Technology for RON (Remote Online Notarization)
If you plan to offer remote online notarization services, you'll need additional technology:
HD Webcam
Clear video quality is essential for identifying signers remotely. 1080p minimum recommended.
Quality Microphone
Built-in laptop mics often have poor quality. A USB microphone ensures clear communication.
Ring Light
Professional lighting ensures you're clearly visible on camera—important for building trust.
Stable Internet
Hardwired connection is ideal. At minimum, reliable high-speed internet with backup options.
Total Startup Investment
Traditional Notary
$50 - $150
Mobile/Signing Agent
$500 - $1,500
RON Ready
$1,000 - $2,500
Get the Training to Use Your Tools Effectively
Having the right tools is just the start. Our training programs teach you how to use them professionally and build a successful notary business.
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